Travel to Conferences
Students who conduct research as undergraduates in the School of Arts & Sciences are eligible to apply for funding to offset the cost of presenting their work at a regional or national professional conference. Transportation, up to two nights of lodging and three days of meals are eligible expenses to defray. Applications are accepted on a rolling basis, but must be submitted at least one month prior to travel.
Any Arts & Sciences undergraduate student is eligible to participate.
- Requests to present the results of research at professional conferences. Costs that may be covered include transportation, lodging, meals and registration fees. Application for this should be made separately from the application for research funding and only after a student's paper or project has been accepted for presentation. A copy of the acceptance letter should be included in the application. Travel awards will typically not exceed $750 for domestic travel and $1,000 for international travel in a given fiscal year. Funding for multiple students to present the same project will generally be limited to $1,500 per accepted abstract.
- Requests to travel to attend special research-related workshops, conferences, institutes and symposia. Costs that may be covered include transportation, lodging, meals and registration fees. Travel awards in this category are limited to $500 and must be directly related to an ongoing research or creative arts project. For funding of this type, students should apply for a research grant.
- If travel is international, the student must consult with the Office of International Education at least two weeks before travel.
- For individually initiated travel to libraries, archives, etc., students should apply for a research grant.
- Applications for a travel award must be made on a travel award application form provided for that purpose.
- Students must submit one copy of the application form as an email attachment to the Grants and Research Specialist, Robert Plymale, in the Arts & Sciences Dean's Office.
- Applications must include a letter of endorsement by a supervising faculty member. The faculty member should send this letter directly to the Grants and Research Specialist, Robert Plymale, or to Della Dumbaugh, associate dean, in the Arts & Sciences Dean’s Office.
- Travel award requests will be accepted on a continual basis and will be considered when submitted. Please allow at least six weeks for an application to be evaluated, processed, and an account set up.
- Applications are evaluated by the undergraduate research committee composed of the associate dean for research support and faculty members representing the broad areas of the humanities, social sciences and natural sciences. The associate dean for research support will notify applicants in writing of the committee's decision concerning their application.
- At the time the award is made, an expiration date will be established consistent with the projected timetable contained in the application. All expenses should be submitted by that time.
- Upon notification by the associate dean of research support, the accounting office will establish an account in the name of the recipient for the amount of the award and notify the recipient of the account number. Any deviation in items of expense as stated in the application and approved by the committee must have the approval of the associate dean before purchase is made.
- Direct payment to providers of goods and services (i.e. travel agencies) can be made by the accounting office upon submission of the provider's invoice accompanied by the award recipient's written request to make payment.
- Advances for expenditures may be obtained by submitting a university advance request form to the associate dean for research support, Boatwright Administrative Wing, room 22. For expenditures for which an advance is made, appropriate vouchers and receipts must be sent to the Associate Dean within one week following delivery of goods and services.
- Reimbursement for travel expenses incurred when no advance is involved may be obtained by submitting a statement of travel expense form electronically through BANNERWEB. You will note that the "Travel and Expense Reporting" form is the last option on the main menu. You will need to know your grant index number, which was sent to you via email from the Accounting Office (Uxxxxx), and the account number (7153). The completed form and the appropriate original vouchers and receipts must be sent to the associate dean for research support for review and approval signature. That office will then forward the reimbursement to the Accounts Payable Office. If receipts total more than the original award, reimbursement will be made only for the amount of the award. IF TRAVEL IS INTERNATIONAL, ALL RECEIPTS MUST BE CONVERTED TO US DOLLARS AND A COPY OF THE CONVERSION USED MUST BE INCLUDED WITH THE RECEIPTS.
- Receipts for reimbursement or to clear an advance must be taped to an 8 ½ x 11 sheet of paper.
- Please note that receipts over 90 days old will not be accepted by the Accounts Payable Office for reimbursement.
- Funds will not be available for student use beyond the expiration date established at the time of the award. All funds remaining in the student's account will revert to the University upon the expiration date.
- Please refer to the Controller's Office for other forms and information.
- If granted and budget constraints allow, applicants will generally receive no more than two days of lodging costs and three days of meal costs. Grant funds will not cover any expenses of alcohol or tobacco products.
- Travel award recipients must agree to submit to the associate dean of research support a final report containing a summary of the manner in which the award was expended including an itemized list of expenditures. The report is due no later than thirty days after the end of the period for which the award was given. If a publication or a presentation at a professional meeting was given as a result of the award, the report shall be accompanied by a copy of the publication or the program listing the presentation.
- For travel to countries that are under US Dept. of State travel warnings, please refer to the policy on international travel.